Executive Assistant
4 days ago
The primary focus of this role is to support the New Zealand-based company by handling various administrative-related tasks. We are seeking a highly organized, proactive, and resourceful Remote Executive Assistant to support the Director of a group of six McDonald's restaurants. This role requires a detail-oriented individual capable of managing multiple priorities, supporting operational efficiency, and serving as a key liaison between the Director and various stakeholders including contractors, restaurant leadership team, suppliers, and customers. A person who can anticipate the needs of the Director and find ways to ensure they are working smart.
This role will report to the Director and maintain a close working relationship with the wider Restaurant Group management team including – General Managers, Accounts Manager, Restaurant Supervisor, People and Compliance manager and restaurant managers.
MAJOR RESPONSIBILITIES1. Administrative & Communication Support
Manage and triage the Director's email inbox, prioritizing and responding where appropriate
Coordinate calendar and appointments across multiple time zones and locations
Draft internal and external correspondence on behalf of the Director
Prepare presentations when required
Liaise with customers to ensure their needs are met and restaurant teams communicate effectively. Provide feedback to restaurants.
Maintain confidentiality and exercise sound judgment when handling sensitive information
Support a social media strategy with localization of collateral and work with wider business to do so
2. Contractor, Supplier & Stakeholder Liaison
Communicate with contractors, suppliers, and service providers on behalf of the Director
Follow up on maintenance, facilities, and equipment issues to ensure prompt resolution
Assist with compliance and documentation for third-party service providers and ensure all insurance documentation meets annual compliance requirements
3. Project & Operations Support
Maintain project trackers (e.g., store refurbishments, equipment upgrades, marketing campaigns)
Prepare reports and updates for weekly and monthly meetings
Coordinate administrative processes for new initiatives or store changes
Administer a social media program positively supporting the outcomes of the company
4. Financial & Business Support
Assist with basic financial tasks including invoice tracking, expense reports, and budget summaries
Liaise with the accounts team as needed for reconciliation and reporting
Support the Director by monitoring performance of the Senior leadership team against given objectives
5. General Executive Support
Assist with business and personal travel arrangements, accommodation bookings, and itineraries
Organize online files, documents, and digital records in a structured, retrievable format
Perform other household support functions like online food ordering, purchase other item at Directors request
Perform ad hoc research and provide administrative support as required
6. Meetings
- Attendance at required meetings including:
i. Weekly: Senior leadership team meeting
ii. Monthly: Mid-Month, Monthly meetings when required
QUALIFICATIONSKnowledge
Executive Assistant/Personal Assistant experience supporting senior leaders in multi‑site operations; hospitality/franchise exposure is an advantage.
Working knowledge of restaurant/retail operations and vendor/contractor workflows.
Familiarity with social media coordination and basic performance reporting.
Skills
Advanced organization, time management, and follow‑through, strong written and verbal communication.
Proficiency with Microsoft 365, Zoom, and collaboration tools, exposure to Xero or similar finance platforms.
Ability to maintain project trackers/dashboards and prepare concise reports and presentations.
Abilities
Exercises sound judgment, discretion, and confidentiality; anticipates needs and acts proactively.
Thrives in a fast‑paced environment; comfortably coordinates across leaders, restaurants, contractors, and suppliers.
Customer‑service orientation with resourceful, solutions‑focused problem solving.
Desktop/Laptop with at least an i5 processor; Windows 10+ OS
At least 8GB RAM
Minimum internet speed of 50 MBPS
Working headset and camera for virtual meetings
Dedicated workplace
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